Internal Event Planning & Reservation Process

Check your proposed event date for potential conflicts.

🗓️ Check the Calendar

• This takes you directly to the Internal Campus Event Calendar in Smartsheet.
• You will need to create a Smartsheet account if you do not already have one.
• Use your Ohio State credentials to log in to Smartsheet when accessing the Internal Campus Event Calendar.

Before selecting your event date, review the Internal Campus Event Calendar for other events already scheduled that day.

Consider potential conflicts such as:

• Events with a similar audience
• Campus-wide activities
• Major academic events
• Parking or resource needs
• Duplicate entries

If you identify a potential conflict, consider an alternate date or time. You may also reach out to the event owner of the conflicting event to determine whether the events can successfully occur at the same time or whether there may be an opportunity to collaborate.

🕓 Check Outlook to Confirm Space Availability

All indoor and outdoor reservable spaces at Ohio State Marion can be reserved directly through Outlook (desktop or web app). 

Use your own Outlook calendar to check space availability:

1. Open your Outlook Calendar. 
2. Select New Meeting and enter your date and time. 
3. Add the room to the meeting. 
4. Select Scheduling Assistant. 
5. If the room shows as free, it is available.

Important: An available room does not mean your event is approved. Continue to Step 3 to determine whether an Event Request is required and, if applicable, submit your request for Dean's Office review.

 Space availability recourses 

• How to check space availability in Outlook
• How to add a calendar to your Outlook to view space availability
• Space Available To Reserve at Ohio State Marion
• Map of Indoor Space for each building
• Map of Outdoor Space
• Map of Downtown Engagement Hub

🔔 Spaces Requiring Approval

🤔 Do I Need to Submit an Event Request?

Before moving forward with your event, determine whether Dean’s Office approval is required.

❌ NO — Skip the Event Request

You do not need to submit an Event Request if:

• Your event is only for your department, program or internal group
• No community members or external guests are attending

→ Continue to Step 4: Coordinate Your Event

✅ YES — Submit and Event Request

You need to submit an Event Request if any of these apply:

• Your event is open to the campus community
• Community members or external guests are attending
• Your event is at the Downtown Engagement Hub
• Your event is an Ohio State Marion event held off-site

→ Submit an Event Request
Please allow 24–48 hours for Dean’s Office review.

Recommendations for Coordination

What happens after I submit (Step 3)?

✅ Your Event Is Now Approved

Once your event is approved, you can begin coordinating the details.

As the event owner, you are responsible for coordinating the space, services, communications and support needed for a successful event. 

📋 Use the Event Planning Toolbox for campus resources, contacts and guidance to help you coordinate your event needs.

Remember: Event approval does not automatically arrange services or support. Be sure to coordinate any applicable needs in advance using the resources provided in the toolbox.

Event Planning Toolbox

📅 Do I Need to Send a Calendar Invitation?

❌ NO — you do not need to send a calendar invitation if:

• Your event is already on attendees’ calendars.
• Invitations are being managed by another event organizer or department.
• The event does not require attendees to hold the date or time on their calendars.
• Your event is not intended for the entire Marion campus and you are communicating directly with your specific attendees.

If none of these apply, continue below.

✅ YES — send a calendar invitation if

• Attendees need to save the date and time.
• You are responsible for inviting or notifying attendees.
• Attendees need the location, meeting link or other event details on their calendars.
• Your event is open to the entire Marion campus.

Once your event is approved, space is reserved and details are finalized, send the invitation to your attendees

！Campus Wide Events: Dean Schluter’s Preference

For events open to the entire Marion campus, The Dean is requiring the event organizer to send a calendar invitation to the appropriate listserv

Ohio State Marion Listservs

• marall@lists.osu.edu this includes all employees (both faculty and staff) on the Marion campus
• marfac@lists.osu.edu this includes all faculty (both regular and associate) on the Marion campus
• marstaff@lists.osu.edu this includes all staff on the Marion campus 
• marregfac@lists.osu.edu  this includes all regular full time faculty
• maraux@list.osu.edu (Mar for Marion, AUX for Associated Faculty

💡 Tip: Before sending an invitation to MarAll, select Response Options and make sure both of the following options are unchecked:

• How to Set Response Options Before Sending Your Calendar Invitation to a listservHow to Set Response Options Before Sending Your Calendar Invitation to a listserv

📣 Keep attendees informed and campus calendars up to date.

If your event is canceled, rescheduled or moved, the event owner is responsible for updating the event information and notifying the appropriate individuals and departments.

Be Sure To:

1. Update or cancel the Outlook invitation so attendees receive the change.
2. Notify Chris Deel at deel.26@osu.edu so the Internal Campus Event Calendar can be updated.
3. Notify Wayne Rowe at rowe.31@osu.edu if your event appears on the external web calendar.
4. Release your reserved space if the event is canceled or moved to another location.
5. Notify supporting departments of the change, including Marketing & Communications, Facilities, IT/AV, Security and Catering, as applicable.

If You Are Rescheduling

Before confirming a new date:

1. Check for event conflicts — repeat Step 1.
2. Check space availability — repeat Step 2.
3. Once confirmed, update your calendar invitation and event support requests with the new information.

Remember: Keeping event information current helps prevent scheduling conflicts, releases spaces and resources for others, and keeps our campus community informed.